Office Services Coordinator

Staff Careers•Sarasota, FL

2d•Onsite

About The Position

As a member of the Office Services Department, the Office Services Coordinator provides high quality office services related support. Maintains positive working relationships with clients, attorneys, and support staff. Adheres to strict confidentiality, timeliness, and accuracy of all related work. ESSENTIAL FUNCTIONS: Handles all front-end activities, including front desk coverage, facilitating incoming calls, assisting visitors, set up and cleaning of conference rooms, and assisting with the delivery and set-up of catering for meetings. Assists with general clerical support and various administrative tasks, including but not limited to: Ensuring proper indexing and filing of both paper and electronic documents. Processing new business intake requests and handling conflict searches. Creating and maintaining original and electronic client case files. Searching and reviewing electronic document files for specific requests. Processing third-party vendor invoices and attorneys’ expenses as needed. Works with the Office Administrator on tasks such as equipment set-up and office maintenance. Collaborates as needed with other firm and external resources to complete local office projects and tasks. Orders supplies and stocks copy rooms, kitchen, and conference rooms, and maintains organization and cleanliness of shared spaces. Responsible for maintaining appropriate inventory levels for all supplies. Responsible for accurate copying/printing and assembly of reprographics projects, faxing, and scanning in accordance with instructions and firm policies. Sorting, distributing, collecting, and metering mail and parcels timely and accurately. Providing on-site assistance to the Information Services team, including set-up of video and audio-conferencing equipment and assisting with computer equipment Performing incidental cleaning and dusting of shared office spaces. Maintaining organization and cleanliness of copy rooms, file rooms, and kitchen areas. Adhering to firm policies, procedures, standards, and maintaining confidentiality. ADDITIONAL FUNCTIONS: Other duties, as assigned.

Requirements

High School Diploma or equivalent combination of education and/or work experience.
Must have strong ability to communicate effectively, tactfully, and professionally with clients, attorneys, and staff.
Routinely able to lift up to 50 pounds of office related equipment, supplies and incoming and outgoing parcels.
Knowledge and experience using office equipment, including copiers, scanners, fax machines and other related equipment.
Must be extremely customer service oriented.
Possess general computer ability using MS Office.
Exceptional organizational skills, initiative, and judgment.
Ability to adhere to strict deadlines and manage conflicting priorities.
Strong ability to multi-task efficiently and effectively.
Ability to perform tasks with a high degree of accuracy and attention to detail.

Nice To Haves

Prior law firm or professional services firm related experience preferred but not required.
Valid Notary Public certification or eligibility and willingness to obtain certification is a plus.

Responsibilities

Handles all front-end activities, including front desk coverage, facilitating incoming calls, assisting visitors, set up and cleaning of conference rooms, and assisting with the delivery and set-up of catering for meetings.
Assists with general clerical support and various administrative tasks, including but not limited to: Ensuring proper indexing and filing of both paper and electronic documents.
Processing new business intake requests and handling conflict searches.
Creating and maintaining original and electronic client case files.
Searching and reviewing electronic document files for specific requests.
Processing third-party vendor invoices and attorneys’ expenses as needed.
Works with the Office Administrator on tasks such as equipment set-up and office maintenance.
Collaborates as needed with other firm and external resources to complete local office projects and tasks.
Orders supplies and stocks copy rooms, kitchen, and conference rooms, and maintains organization and cleanliness of shared spaces.
Responsible for maintaining appropriate inventory levels for all supplies.
Responsible for accurate copying/printing and assembly of reprographics projects, faxing, and scanning in accordance with instructions and firm policies.
Sorting, distributing, collecting, and metering mail and parcels timely and accurately.
Providing on-site assistance to the Information Services team, including set-up of video and audio-conferencing equipment and assisting with computer equipment
Performing incidental cleaning and dusting of shared office spaces.
Maintaining organization and cleanliness of copy rooms, file rooms, and kitchen areas.
Adhering to firm policies, procedures, standards, and maintaining confidentiality.
Other duties, as assigned.